GENERAL PRIVACY NOTICE Section 11.3

April 2018

DOCUMENT RETENTION SCHEDULE:

BENEFIT, RATES AND TAXES

Ref No / Function Description / Retention Action / Examples of Records
RB 1* / Benefit claim forms and associated documents.
Paper records and account details. / Retained on Document Image Processing system but paper copies destroyed after 6 months / Saved on document image system
  • Claims forms
  • Bank statements
  • Passport details
  • Tenancy Agreements
  • Benefit awards

RB2* / Benefit claim records / All records 6 years and older to be deleted on an annual rolling basis.
Closed claims to be deleted after current financial year + one / Stored in Open Revenues system
RB 3* / Council Tax and Business Rates Details
Paper records and account details. / Retained on Document Image Processing system but paper copies destroyed after 6 months / Saved on document image system
  • Letters
  • Direct debit instructions
  • Application forms
  • Financial statements

RB 4* / Council Tax and Business Rates Details / All records older than 6 years to be deleted on a rolling basis.
Closed and inactive accounts with £0.00 balance to be deleted after current financial year + one / Stored in Open Revenues system
RB 5 / Invoices / All records deleted after current financial year + one / All documentation associated with ordering stationery or services
RB 6* / Benefit fraud investigation / All records older than 6 years to be deleted on a annual rolling basis. /
  • Prosecution files
  • Investigation notes
  • IUC tapes

RB 7 / System reports / Spool files deleted apart from those needed for audit purposes.
Records held for financial year plus one /
  • Reconciliation reports
  • Year end reports

RB8 / Council Tax & Business Rates, court files / Shredded when court case completed /
  • Payment history
  • Copies of letters
  • Financial statement
  • Court records

RB9* / Penalty Charge Notice / All records older than 6 years to be deleted on an annual rolling basis. /
  • DVLA records
  • Emails
  • Notes
  • Appeals
  • Documentation
  • DVLA records
  • Warrants
  • Enforcement Agent Records

* Software enabling the deletion of these records has been purchased and is currently being tested by the Council. It is anticipated that this software will be in operation by September 2018.